Job description
ZigZag is looking for a Senior Admin with Bookkeeping Experience to join our team!
About our client
Our client is Australia’s leading telehealth Speech Pathology company. Established in 2016, their female-led company has grown from a team of 2 in January 2019, to a team of 90+ in June 2025. Their fast-paced growth has seen transition from start-up to scale-up, providing amazing career growth opportunities for all members of their team. They services over 1500+ families every week, online, and has plans to continue to grow & develop their service over the years to come.
About the role
Provide daily, hands-on finance and administration support - 100 % remote to the Financial Controller. The role is team-facing (video/audio on Slack or Zoom) and handles external stakeholders exclusively via email or written channels. No client phone/soft-phone work is expected, however, may be subject to change based on business needs during the maturity of the partnership.
The Finance and Customer Service Officer will be responsible for the following:
Provision of high-quality customer service within billing and finance
Provision of support to the therapist and management team in billing and finance
Provision of support to the financial controller
Provision of administrative support to the therapist and support teams
Completion of general administrative tasks required for successful business operations
KEY RESPONSIBILITIES
Accounts Receivable
Daily Xero reconciliation (Plan Managers, Bank Transfers, Stripe, EzyCollect)
Issue aged-debtor & paused-client reports; send pre-pause emails
Aged Debtor email follow up
Process refunds through Stripe & Bank Transfer)
Process of Accounts related bank adjustments
NDIA / PRODA
Export NDIA-managed invoices to PRODA
Create / update service bookings
Practice Management Administration
Invoice checks of previous day service before export into Xero
Payment & unpaid-invoice export into Xero
GPMP / Medicare claim setup, processing & tracking
Apply rebates/discounts, resolve billing issues from Therapists and Clients
Administrative setup, updates, and changes of client billing instructions.
Amending appointments to the correct billing status, duration and setup compliant with the billing instruction and third parties.
Mailboxes & Slack
Manage “Hello” & “AP” inboxes (plan-manager & client queries, receipt forwarding)
Respond to SLP invoice-status queries in Slack.
Respond to SLP slack queries around financial management and answer general billing questions
Reporting & Compliance
Weekly NDIA balance check report
Maintain Medicare/NDIS claim logs
Routine and adhoc financial audits as per the Financial Controller
Implementation and adhering to policy updates to the broader organisation.
Continuous Improvement
- Flag process gaps, propose automation or template updates
Qualifications:
Preferred but not required:
Minimum of 2 years work experience in Administrative tasks and Basic Bookkeeping.
Experience with Xero
Familiarity with practice management software
Knowledge of the NDIA or allied health industry
With experience in Administrative tasks (reconciliation, billing, data entry)
Culture Fit Traits:
Ability to work in a fast-paced environment
Self-organized and proactive in managing tasks
Tools & Platforms:
Xero
Slack
You will do this by:
Seeking direct guidance from the Financial Controller on key business priorities to ensuring you are across all company goals and directions
Being flexible to adapt your to-do list based on direction from direct reporting manager
Identification and escalation of Efficiency strategies to direct reporting manager
